Travel and Expense

Travel and Expense

The Department of Finance has partnered with the Office
of Information Technology(OIT) to automate the current
Travel and Expense Policy for the City Colleges of
Chicago(CCC). Using the PeopleSoft Travel and Expense
module, Finance and OIT will deliver a technical solution
integrated with data from HR, Payroll and Accounts
Payable. The end result will be a Policy Driven, fully
automated process that will provide transparency,
expedite payments and reduce manual processes for CCC
Employees, Management and Finance Staff.

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 Focus on 3 Areas of Travel and Expense

Travel\Expense Cash Advances Travel\Expense

Authorization SGA & Reimbursement
ATHLETIC
ONLY

Travel and Expense Software will automate each area above

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 Travel Authorization (TA)
Workflow/Approvals Examples
Union Rep

College Executive
Faculty Employee Supervisor* Director/Business President AP Prepay Auditor
Manager
Union

College Executive
Employee Supervisor* Director/Business President AP Prepay Auditor
Faculty Manager

College
DO - Financial
Admin Employee Supervisor* Director/Business VC AP Prepay Auditor
Manager
(Financial
Aid)
District Employee Supervisor*
Financial
Director/Business VC AP Prepay Auditor
Office Manager

* = Approver responsible for Budget Checking = College

4 * = Same as CCC Works 1st Level Approver = District Office
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 Travel Authorization (TA) & Travel Expense
(TE) Report Workflow/Approvals Examples
Tentative Go Live date before or by mid October
Union
Rep
Online Union Employee *Executive
Request Travel/Expense Supervisor* Director/Business President AP Prepay Auditor
Request Manager

Begins online approval

workflow
Temporary
Paper Union
Union *Executive
Employee
request Travel/Expen Union Rep Employee
Supervisor*
Director/Busi
President
AP Prepay
Paper Create TA ness Auditor
se Request Manager
Request
(Paper)

* = Approver responsible for Budget Checking

5 * = Same as CCC Works 1st Level Approver 5
 AP Prepaid Travel/Cash Advance Authorization
Workflow Examples
Travel
Payment is
Related TA Prepaid Create AP Prepaid
processed and
Vendor receives
Registration Voucher payment
Prepaid disbursed to Vendor
Expenses

(TA)
AP notifies CA is enter
Employee Employee by by the
Cash
CA is routed AP Prepay Advance
Cash email to Employee or
through Auditors processed
Employee
Create a Student receives
Advance Cash Services
Approval Final Review and
payment
Advance Workflow & Approval disbursed to
Dept.
Voucher Employee
/Designee

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 Continued AP Prepaid Travel/Cash Advance Authorization Workflow Examples
TA hold is
AP Control released and
AP notifies Analyst confirms approved;
AP Prepay Auditors Employee by CorpTrav Notifies booking and if Employee will
(TA) reviews, approves TA is placed on email to book AP Prepay Auditor needed make receive email
and initiates
Prepaid prepaid voucher
hold flight online thru
CCC Corporate
of pending
purchase
required
adjustments to
notification of
Approved TA and
Airfare Travel Agency the prepaid
voucher
confirmed flight
purchase from
CorpTrav

Vendor payment
AP Prepaid
is manually
Voucher is Created
recorded

AP Control Analyst
AP notifies
confirms
Employee/Designe
AP Prepay Auditors CorpTrav Notifies reservation and if
e by email to
reviews, approves AP Prepay Auditor needed make
TA is placed on hold reserve Hotel room
and initiates of pending hotel required
thru CCC Corporate
prepaid voucher purchase adjustments to
Travel Agency by
the prepaid
(TA) phone
voucher

Prepaid
Hotel TA hold is released
and approved;
Employee will
A manually record
AP Prepaid Voucher receive email
is not recorded until
is Created and notification of
after hotel stay is
placed on hold Approved TA and
completed.
confirmed
reservation from
CorpTrav

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 AP EMAIL AUTHORIZATION TO FINALIZE
BOOKING

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 AP CORPTRAV EMAIL AUTHORIZATION REQUEST

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 Annual Attestation Page

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 Employee Travel Expense Reconciliation Workflow
Examples
Employee will lists all If a Cash advance
Employee will attach
expenses and meals was given employee
Employee will attach all receipts and See below the type
Employee Create by day (prepaid must attach CA
associated Travel supporting of Entries that may
Expense Report and/or employee voucher to the
Authorization (TA) # documentation to occur
paid thats related to expense request
associated travel
travel also.

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 Email Sent to Approver

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 Email Sent to Employee (Payment)

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 Encumbrance Example

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 Encumbrance Example Detail

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 Travel & Expense Center

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 Q Questions?

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 Valid Budget for Training
Dept Fund Acct Program Class PC Bus Project GL Unit
Unit
0010002 00003 ----- 00086 00000 CCCGO 0000000 CCCGO

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 UPK Training
https://cccfstrn.ccc.edu/upkcontent/TE/data/toc.html

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